Please direct room requests to:
for Kansas City for Columbia for Springfield
* HSB Room Reserving personnel will contact Columbia and Springfield for room coordination and vice versa*

Please include Name, Date, & Time of Event in the subject line of your email
Please DO NOT send the request as an attachment; if you do, it will be returned to you.

To request a room, submit the following chart (filled out in its entirety) in the body of your email to the appropriate personnel.
Usage of Quick Parts is highly encouraged.

Quick Parts Instructions:

·  Copy the below chart and paste in a new mail message.

·  Highlight the entire chart and select “Quick Parts” from the “Insert” tab of your Outlook ribbon.

·  Add to your Quick Parts gallery- save with a name you’ll easily remember. “Room Reservation” would do nicely.

o  To quickly add the form to your email when making requests, type the first few letters of the saved name in the body of your email, and press F3. The chart will automatically appear in the body of your email.

Usage Guidelines

·  UMKC SOP students, faculty and staff MUST submit the HSB Room Reservation form to have a request honored.

·  Rooms are reserved on a first-come, first-serve basis.

·  Please allow enough time for set-up and tear-down. Meeting organizer(s) and presenter(s) are responsible for cleaning the room after the event (tables wiped down, boards cleaned, all trash/left-over food thrown away) and ensuring that the room is returned to its prior set-up.

·  After hours (typically 8pm and later) and weekend requests must be forwarded to Campus Police so that they can unlock the building/rooms and be aware of who is authorized to be in the building/rooms.

·  For Polycom video conferences, the campus facilitators should arrive at least 15 minutes prior to the start of the meeting to assist with sound checks, physical Polycom connections, etc.

·  If loading dock access is required, please indicate the company arriving and expected time for unloading items.

·  NOTHING is to be scheduled during Finals week.

·  Requests made for the upcoming semester cannot be scheduled until the classrooms have been assigned. Classroom assignment is generally complete two weeks prior to the start of classes. ALL requests made before classroom assignments have been made will be archived and scheduled in the order they were received.

·  When Tegrity recording is requested make sure to indicate where the recording should be housed on Blackboard.

·  The SOP room reservationists are NOT able to assist with parking, event set-up, break-down, receipt of supplies, copying, etc.

Please fill out all specifics in the chart below:

Room Reservation Request
Please fill in details below & submit only to your scheduler
KC—submit to
Columbia—submit to
Springfield —submit to
Enter info below
Name of Event
Date/s of Event
Start/Finish time for event
Event contact name & phone number
Student Organizations include faculty advisor
Requesting Kansas City room?
Facilitators Name
If not known, please arrange prior to submitting
Number of Attendees
Requesting Columbia room?
Facilitator’s Name If not known, please arrange prior to submitting
Number of Attendees
Requesting Springfield room?
Facilitator’s Name
If not known, please arrange prior to submitting
Number of Attendees
Technology Needs
Video conferencing? (Polycom connection)
LCD Projector, Computer, Document Camera / List here:
Tegrity Recording?
Please indicate where to post recording on blackboard site
Will you need a technician on hand for assistance?
FOOD
Columbia—Food permit required, submit menu 1 week in advance
Notes: